Professional moving: step by step guide to a company relocation process

Businesses choose to relocate for several reasons. It may be because of downsizing or because your business is thinking of expanding. No matter what the reason, moving is always stressful. If the responsibility for planning your business’s relocation rests squarely on your shoulders, then It might be one of the most challenging tasks of your career. To make this all more comfortable for you, we have a step by step guide to a company relocation process. Follow the steps for a worry-free and efficient move, which won’t force you to lose your business productivity. 

Step 1:

Choose a new location. The location is what your move hinges on, so think about the reason for relocation. Are you moving to minimize overhead costs? Do you want to increase foot traffic? Do the proper research and then pick a place. Go over the local zoning laws that may affect your business. Go over your current commercial lease before you make any new plans.

Step 2:

Now you need to make a detailed moving plan. The plan starts with where you are headed.  For instance, if you are heading to New Jersey, you can hire a moving company to help you. Hire professionals who can minimize moving anxiety, like, a local moving company in NJ might be the movers you’re looking for since you won’t have to worry about wasting precious company time. Or about how many of your office laptops will end up damaged and useless because of the move. Some companies also offer 30 days of free storage and status update during transit. 

Step 3:

Now you need to think about who needs to know about the move. You will need to communicate your change of address to many different groups of people who will have to be told about it differently. To avoid any disruption in your workspace, let your employees know about the move as soon as possible. Most companies send a letter about their move to their employees with answers to some of the frequently asked questions.  Another right way to break the news to employees is through meetings or posting notices on your bulletin boards. The most important thing to keep in mind when communicating your move is, to be honest and straightforward. It would help if you addressed any concerns your employees might have about the move. Tell them if there will be any layoffs or not. Let them know if they have to help with the move. Next, let your customers also learn about the movement and how it will affect the goods or services you provide them. Your move might also affect your vendors.  Don’t forget to change your address on all company literature and online presence.

Step 3:

Prepare yourself for the move. Think about what you will be taking to the new office and what needs to be left behind. Is your current furniture required in the new office, or will you have a complete design overhaul? What about your electrical equipment? You should talk with your IT team about how you should move any sensitive technological equipment. It is an excellent move to shift the non-essential items first, not to lose many working days. Also, consider auditing your equipment to make sure that any sensitive office data won’t be at risk during the move. Moving is also an excellent opportunity to consider going through your old contracts for office supplies and utilities. You should make sure that your relocation process is as seamless as possible, so make sure your internet, telephone, and electricity connections are running before moving to the new place. Assign color codes to different departments and name communal spaces. Consider if you need external storage facilities or not. You can also get moving insurance to claim any damage not covered by your moving company or new landlord.

Step 4:

Now that you’re in the new office space, there are some things you need to get on top of as fast as possible. First, you should install and test all the office equipment. Troubleshoot any problems that you encounter while setting up your equipment. Then make and distribute an office layout to minimize confusion about the location of every department. It is also an excellent time to inspect the new premises for any damages or issues. Assign parking spaces in the new premises to employees. You should always prioritize essential departments and set up their office spaces first to make them operational.

Don’t forget about your old space. You will have to arrange to clean the old facility and leave it as clean as you found it when you moved. Organize volunteers for this task or hire a cleaning crew. If you have not already terminated your old lease, you should confirm your old landlord’s termination. Make sure you also hand over all the passes, cards, and keys to the old landlord. Re-check if you have correctly updated the office supplies with the new address. You might also make a client announcement to inform your clients that you have successfully moved and are operational.

Step 5:

It is the time to congratulate yourself and your team for making a successful move. You may also throw an office party to reduce any moving anxiety. It’s challenging to move offices, but it’s even more difficult if you have to move during crises. Ensure your office has a lively atmosphere in the weeks following the move to improve overall performance and morale. Consider any employee feedback seriously, and make any requested changes to the new facility if possible.

Relocating your business might be the best possible thing for your business. You might already know the issues you face in your current location, so you’re already ahead of the curve. You know which things you are looking to change and which things work for your business. For an easy-breezy relocation, the only requirement to be organized and plan according to your budget. To minimize stress and maximize productivity during relocation, bring in experts to help you with the grunt work to focus on keeping the profit index high.

Annika Bansal

Annika "The Chick Geek" is the founder of Small Business Sense shares small business ideas, tips and resources for independent Entrepreneurs and Small Business owners.